Form Templates
Form Templates are reusable sets of fields that you can drop onto a task as its completion conditions. Instead of rebuilding the same checklist every time, you define it once and reuse it.
A template can be kept just for yourself, shared with one or more departments, or made available to your whole organization.
Where to Find Them
Go to Tasks → Form Templates.
The page lists every template you're allowed to see. A filter bar sits above the list, and a + New Template button sits at the top right.
If nothing has been created yet, you'll see: "No templates yet. Use “+ New Template” to create one."
Who Can Do What
Creating a template is self-serve — everyone can build at least a Personal form. Who you can share it with depends on your role and on whether you manage a department.
Visibility
| Visibility | Who can see and use the template | Who can choose it |
|---|---|---|
| Personal | Only you | Everyone |
| Department | Everyone in the departments chosen for the template | Admins, Executives and department managers pick one or more departments. Anyone else who belongs to a department can share with their own department |
| Organization | Everyone in your organization | Admins, Executives and department managers |
The Visibility selector is always shown, with all three options. An option you're not allowed to use is greyed out — hover over it to see why: "You're not assigned to a department." or "Only an admin or a department manager can share a form with the whole organization."
What appears in your list follows the same rule:
- Organization templates are listed for everyone.
- Department templates are listed for people who belong to, or manage, one of the template's departments. Admins and Executives see every department template.
- Personal templates are listed only for their owner.
Who can change a template
| Action | Who can do it |
|---|---|
| View | Everyone who sees the template |
| Edit, Archive, Restore | Admins, Executives and the template's owner |
| Transfer, Lock / Unlock | Admins only |
These rights come from your system role and from owning the template. A custom role does not add them.
The Template List
Finding a template
The filter bar above the list narrows what you see:
| Control | What it does |
|---|---|
| Search templates... | Matches the template name and description as you type |
| Visibility list | All visibility, Personal, Department or Organization |
| Owner list | All owners, or one person from the templates shown |
| Status list | Active (the default), Archived or All |
| Show all templates | Admins only. A checkbox under the filter bar that also lists other people's personal templates — "Includes other people's personal templates." |
If the filters leave nothing to show, you'll see "No templates match your filters."
What a card shows
Templates appear as cards in a grid. Each card shows:
| On the card | What it tells you |
|---|---|
| Name | The template's name |
| Archived badge | The template has been archived. The card is faded |
| Locked badge | An admin has locked the template — see Locking a Template |
| Visibility badge | Personal, Department · Finance (the department's name), 3 departments (when it is shared with more than one — hover to see their names) or Organization |
| Description | The optional short description |
| Field count and owner | For example 6 fields · by Elif Kaya |
Card actions
| Action | What it does | Who sees it |
|---|---|---|
| View | Opens a read-only preview of the form | Everyone |
| Edit | Reopens the form builder. Not offered on an archived card | Admins, Executives and the owner |
| Archive | Archives the template — see Archiving and Restoring | Admins, Executives and the owner |
| Restore | Shown on an archived card instead of Edit and Archive | Admins, Executives and the owner |
| Transfer | Hands the template to another owner — see Transferring Ownership | Admins |
| Lock / Unlock | Stops, or allows again, changes by anyone who isn't an admin | Admins |
What a Template Contains
A template is an ordered list of fields. Some collect an answer; others are there purely to organize the form.
Fields that collect an answer
| Field type | What the person filling it in sees |
|---|---|
| Text | A single-line text box |
| Textarea | A multi-line text box |
| Number | A numeric input |
| Date | A date picker |
| Dropdown | A list to pick one option from |
| Multi-Checkbox | A set of checkboxes — several can be ticked |
| Radio | A set of options where only one can be chosen |
| File | A file upload |
| Image | An image upload |
Display-only fields
| Field type | What it's for |
|---|---|
| Heading | A section title (choose H1, H2, or H3) |
| Info Text | An explanatory note shown to the person filling in the form |
| Divider | A horizontal line to separate sections |
Display-only fields never need an answer, so they never hold up a task's completion.
Creating a Template
- Go to Tasks → Form Templates and click + New Template.
- Type a name in the Template name * box (required) and, if you like, fill in Optional description.
- Choose the Visibility — see Choosing the visibility below.
- Click field types in the Field Types panel on the left to add them to the form.
- Select any field on the canvas to change its Properties on the right.
- Use the arrows on a field to move it up or down, or the × to remove it.
- Click Preview to see the form exactly as the person doing the task will.
- Click Save. You'll see "Template created".
Choosing the visibility
| Option | What the builder says | What else you do |
|---|---|---|
| Personal | "Only you can see and use this form." | Nothing |
| Department | "Everyone in the departments you choose." | Pick each department from the Add a department… list. Every department you add appears as a chip; click the × on a chip to remove it |
| Organization | "Everyone in your organization." | Nothing |
- A new template starts on Organization if you're an Admin, an Executive or a department manager, and on Personal otherwise.
- Admins and Executives can pick any department. Department managers can pick the departments they manage and their own.
- A template can be shared with up to 50 departments. Once you reach the limit, the list reads "Maximum of 50 departments".
- If you don't manage a department, Department shares the template with your own department. There is nothing to pick — the builder shows "Visible to everyone in your department."
Save stays disabled until the template is complete. Hover over it to see what's missing: "Template name is required", "Add at least one field" or "Choose at least one department for this template". With Department selected and no department added yet, the builder also shows "Select at least one department." in red.
A few limits apply: a name can be up to 100 characters, a description up to 1,000, and a template can hold up to 100 fields. You can't have two templates of your own with the same name.
Field properties
Select a field on the canvas to configure it on the right:
| Property | Applies to | What it does |
|---|---|---|
| Label | Every field | The question or label shown on the form |
| Required | Every field except display-only ones | Ticked by default. A required field must be answered before the task can be marked done |
| Help text | Every field except display-only ones | An optional hint shown under the field |
| Placeholder | Text, Textarea | Greyed-out example text inside the box |
| Options (comma-separated) | Dropdown, Multi-Checkbox, Radio | The choices to offer, e.g. Option 1, Option 2, Option 3 |
| Min / Max | Number | The lowest and highest accepted value |
| Min length / Max length | Text, Textarea | The shortest and longest accepted answer |
| Accepted types (comma-separated) | File, Image | Which file types are allowed, e.g. pdf,docx,xlsx or jpg,png,gif |
| Heading level | Heading | H1 (largest), H2 or H3 (smallest) |
Add a Heading above each group of related fields and an Info Text where people usually get stuck. A well-organized form gets filled in correctly the first time.
Viewing a Template
Click View on a card to open a read-only preview. The preview shows the template's name, description, and every field laid out as it will appear on a task.
The inputs are switched off here — a note reads "Preview — inputs are disabled. Assigned users will be able to fill them on the task." Press Escape or the close button to go back.
Editing a Template
Click Edit on a card to reopen the builder. You can change the name, the description, the fields and the visibility — the builder is the same one you used to create the template. Click Save and you'll see "Template updated".
- If the template currently has a visibility you are not allowed to choose yourself, that option stays selected but greyed out. You can leave it as it is, or move the template to an option you are allowed to use.
- An archived template can't be edited. Restore it first.
Editing a template only affects tasks created from now on. Tasks that already used it keep the copy they were given.
Archiving and Restoring
There is no delete. A template you no longer need is archived, and can be brought back.
Archive a template
- Click Archive on the card.
- A confirmation titled Archive template? appears, for example: "Archive “Onboarding checklist”? Existing tasks keep their snapshot — only future tasks lose this template option."
- Click Archive. You'll see "Template archived".
The template disappears from the list and from the Form Template (optional) dropdown used when creating tasks. Every task that already used it keeps its own copy of the fields intact.
Restore a template
- Set the status list in the filter bar to Archived (or All). Archived cards are faded and carry an Archived badge.
- Click Restore on the card. There is no confirmation — you'll see "Template restored" and the template is active again.
Locking a Template
Admins can lock a template so that nobody else changes it — useful once a form has been reviewed and agreed.
- Click Lock on a card. You'll see "Template locked", and the card gets a Locked badge that everyone can see. Its tooltip reads "Locked by an admin".
- While a template is locked, only Admins can edit, archive or restore it. For everyone else — including the template's owner and Executives — Edit, Archive and Restore are greyed out, with the tooltip "Locked by an admin — ask an admin to unlock it".
- A locked template can still be viewed and still be used on tasks. A lock stops changes, not use.
- Click Unlock to remove the lock. You'll see "Template unlocked", and the owner can change the template again.
Archived templates can be locked too.
Transferring Ownership
Admins can hand a template to another person — for example when its owner changes teams or leaves.
- Click Transfer on the card. The Transfer ownership window opens with the template's name and "Current owner: …".
- Read the note about visibility (see the table below).
- Under New owner, use Search users... to find the person, then click their name.
- Click Transfer. You'll see "Ownership transferred".
A transfer changes the owner only. The visibility stays as it is, so the window tells you what that means for the new owner:
| Visibility | Note in the window |
|---|---|
| Personal | "Only the new owner will be able to see this template." |
| Department | "The template stays visible to its current department. If the new owner isn't in that department, they can still manage it but won't see it in their list." |
| Organization | "The template stays visible to the whole organization. If the new owner isn't an admin, they won't be able to set it back to Organization later." |
Archived templates can be transferred as well. A transfer is refused if the new owner already has a template with the same name — rename one of them first.
Using a Template on a Task
When you create a task, open the Form Template (optional) dropdown and pick a template. Leave it on — No template — if you don't want one.
As soon as you select one, a Template preview appears showing every field the template will add, so you know up front what the assignee will need to provide.
When the task is created, the template's fields are copied onto it as completion conditions, and the person doing the task fills them in before marking it done. See Completion Conditions and Creating Tasks.
The task keeps its own copy of the fields — a snapshot. The create screen spells this out: "Template fields will be snapshotted into this task. Later template edits will not affect it." That means a task's checklist never changes underneath the person working on it.
Templates in Processes
A task step in a blueprint also has a Form Template (optional) setting. Every task that step creates comes with the same fields already attached, so a recurring process asks for exactly the same information each time it runs.
See Blueprints and Step Types.
Tips
- Build templates for repeatable work — onboarding, reviews, request intake.
- Keep them focused — one template per kind of task, rather than one giant form.
- Start Personal, then widen. Build and test a personal form first; once it works, edit it and change the visibility to Department or Organization.
- Mark fields required only when they truly must be filled before the task can close — the task can't be marked done until every required field is answered.
- Use Preview before saving. It's the fastest way to spot a missing option list or a confusing label.
- Archive instead of rebuilding. Archiving keeps history intact for tasks that already used the template, and you can restore it later.
- Lock what has been agreed. A locked template can't drift between one task and the next.
Related Pages
- Completion Conditions — how the fields are answered on a task
- Creating Tasks — where you pick a template
- Task Details — where the person doing the task fills the form in
- Blueprints — reusing templates across a whole process
- Roles & Permissions — the system roles mentioned on this page